administration coordinator

The Integrated Procedures Unit (IPU) has an exciting opportunity for an organised, experienced and motivated administration coordinator to become the admin team leader on IPU/DOSA. The IPU delivers a comprehensive range of day case procedures to oncology patients. Our services include the procedures team, endoscopy, interventional radiology, local anaesthetic operating theatre, Day of Surgery Admissions unit (DOSA), recovery bays, dressings clinic and an outpatient clinic. This role is for 37.5 hours per week, Monday to Friday. IPU is closed on weekends and Bank Holidays, so this is a great opportunity to achieve an excellent work-life balance whilst joining a dynamic, fast-paced service.,

• To provide efficient coordination of work activity and schedules within the IPU reception, procedure team and interventional radiology team to maximise departmental efficiencies.
• To act a role model to the admin team, motivating the team to perform at the highest standard.
• To support with the recruitment and induction of new members of staff.
• To produce the weekly admin staff rota ensuring all admin services within IPU are covered.
• To ensure full compliance of the admin team with ESR training and appraisal processes.
• To provide the IPU Core Team and in-patient wards with the relevant pre-procedure information including Covid screening requirements, fasting, pre-procedure bloods and anti-coagulation guidance in accordance with clinician instruction and Trust policy.
• To deal with general enquiries from patients, relatives, other hospital staff and outside agencies, taking appropriate action where required., To arrange transport for patients as needed.
• To answer queries promptly and courteously, taking appropriate actions according to the mode of enquiry or the information required.
• To accurately input data onto information databases.
• To prepare patient admissions lists and theatre lists.
• To update hospital case notes tracking systems, ensuring the location of case notes is accurately always recorded.
• To provide administrative support for IPU/DOSA reception.
• To work as part of the multidisciplinary team on IPU, prompting effective communication.
• To maintain cleanliness in the work environment in line with Trust and local health and safety policies.
• To regularly review working practices and develop and implement new ways of working.
• To identify areas for self-development and training within the Performance Planning and Development Review structure.
Scheduling & Coordinator Schedule all referrals appropriately and according to waiting time requirements and liaise with the clinical staff regarding vetting of the booking. Using knowledge of booking procedures, allocate procedures to the appropriate staff/Consultants. Arrange patient admission to IPU. Communicate with patients regarding their procedure. Provide advice and guidance to patients and their relates regarding appointments, procedures, information leaflets and preparation for their examination/procedure. Provide in-patient wards with the relevant pre procedure documentation. Ensure patients have been prepared properly before procedures (fasting, blood results acceptable and documentation completed) and liaise with inpatient wards. Communicate with multiple team members and departments to ensure an efficient patient pathway. Escalate queries to appropriate lead. Plan and prioritise own workload. Schedule waiting list and admissions onto Careflow. Utilise Cris system to manage patient procedural appointments and attendance. Undertake line management responsibilities for Band 2 and Band 3 admin staff members under the supervision and guidance of the Unit Manager. Produce weekly admin rota to ensure all services within IPU have appropriate admin support. Participate in staff meetings as required and put forward proposals that may enhance quality of care and service provision. Assist with the induction of new staff and act as a mentor, supporting and teaching other members of trained and untrained staff as required. Support audits as directed by the Service Manager or Clinical leads. Reception Welcome patients and visitors to the Unit, providing reassurance, support and comprehensive advice as required. Manage general enquiries from patients, relatives, outside agencies and other staff members. Liaise with other departments and hospitals as required. Maintain patient confidentiality at all times. Record patient attendance on Careflow, Cris or Theatreman systems in an accurate and timely manner. Update the hospital case note tracking system, ensuring the accuracy of data entry. Maintain oversight of the Surgical Dressings Clinic and Out-Patients Clinic, ensuring efficiency of the patient experience. Personal Maintain a high standard of personal work while acting as a member of a team. Be familiar with and observe the local rules of the department, Safety at Work and COSHH regulations. Be familiar and adhere to Standard Operating Procedures (SOP) and departmental protocols. Demonstrate a pleasant and approachable manner and help create and promote a good working relationship. Show professional and courteous manner when answering the telephone and other enquires. Maintain confidentiality with regard to patient information both at work and outside of working hours. Adhere to all policies including sickness and absence, confidentiality, uniform and responsibilities under the Health and Safety at work act and be familiar with all risk assessments. Demonstrate respect for members of the team and endorse the department's philosophy of giving mutual support. Adhere to Trust uniform policy. Professional Development To be responsible for own personal development and for maintaining a personal development plan. To complete the IPU induction programme. Annually attend all mandatory study days as per Trust and unit guidance and ensure coplmiance with all essential training. Maintain Continuous Professional Development in line with Trust Policy. Further develop knowledge and skills relevant to the clinical area by undertaking appropriate training and courses of study. The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants. Application Information - If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful. Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the government website. Pre-Employment Checks - To confirm your suitability for the role, we will carry out pre-employment checks in line with NHS Employment Check Standards. These include: + Identity verification

The Christie is one of Europe's leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country. We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years. We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK., + Disclosure and barring service (DBS)/Criminal record check (dependent on role, payment of this will be the applicants responsibility) + Professional registration and/or qualification check + Occupational health assessment + Employment history and reference validation All applicants external to The Christie NHS Foundation Trust will be required to provide their HMRC employment history to cover the most recent three years employment. This information will used to validate employment history and references. If you require sponsorship, we will assess your eligibility based on current government guidance. If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn. If You're Offered the Role - you will be agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there. The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer. Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the government website. No Smoking Policy - You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work. Additional Information - We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit. We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care. As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy. The Christie NHS Foundation Trust is committed to the highest standards of ethical conduct and integrity in all our activities. We have a zero-tolerance approach to modern slavery in any of its forms, including slavery, servitude, forced or compulsory labour, and human trafficking. We are fully committed to acting ethically and with transparency in all our business dealings and relationships, and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our organisation or supply chains.